Time Management

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TIME MANAGEMENT


INTRODUCTION


Every schedule reflects its makers unique set of priorities and responsibilities. No two people have precisely the same idea of what constitutes perfect time management. The final determinant is simply whether our relationship with time is a happy one that enables us to meet our professional obligations, enjoy the company of those we love, and take good care of our most important asset--our health.


Time Management skills refer to the managers ability to prioritize work, to work efficiently, and to delegate appropriately. Managers and organizations must be sensitive to a variety of environment dimensions and forces reflected in the general, task, and internal environments. The general environment consists of the economic, technological, political-legal, sociocultural, and international dimensions. The task environment includes competitors customers, suppliers, regulators, and strategic partners. The internal environment consists of owners, board of directors, employees, and the physical environment.


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But while there is no one-size-fits-all plan for managing time, there are basic principles that apply to a wide variety of circumstances.


PLANNING AHEAD


Planning is the fundamental building block of Time Management. It is worth all the time we can put into it. But it isnt enough simply to create a great plan or schedule. We must be able to implement it. This means being accurate about the day-to-day realities of our and other responsibilities; allowing for the usual interruptions, crises and delays.


Time is a finite resource. There are only so many hours in a day and only so many things can be done in a given period of time. We must constantly make choices about how we spend our time. Time Management Experts often suggest that we can begin each day by making a list of what we need to accomplish that day. After listing up, it is advised we sort these daily task into three groups.


Task must be addressed that day


Example Tender/Contract to be submitted


Task that should be addressed that day but which could be postponed if necessary


Example Job that depends on weather situation


Task that can easily be postponed


Example Housekeeping


Then it is advised to perform the tasks in order of priority.


STEP 1 - LISTING UP TASK AND PRIORITY LEVEL


We can list out our task early working hour or list it out before end of working hour for the next day activity. As shown below, tasks were listed out and given a priority level.


TASK PRIORITY LEVEL


High Moderate Low


Daily Meeting


Agreement Preparation/Review


Housekeeping


Appointment with Client


Appointment with Customer


Document Preview/Approving (Payment, Claim etc.)


Document Preparation ( Tender/Contract Document)


STEP - SORTING TASK IN ORDER OF PRIORITY


After STEP 1, we can sort the tasks accordingly to its priority level and time schedule.


TASK SCHEDULE


Daily Meeting 0800hrs - 00 hrs


Agreement Preparation/Review 045hrs - 1100hrs


Appointment with Client 1115hrs - 100hrs


Lunch 100hrs - 1400hrs


Document Preparation ( Tender/Contract Document) 1400hrs - 1545hrs


Document Preview/Approving (Payment, Claim etc.) 1545hrs - 160hrs


Appointment with Customer 1645hrs above


Housekeeping Free times


SCHEDULE LEISURE ACTIVITIES


The best Time Management plans are holistic. They encompass the while of our life, rather than just our working hours. Try actually scheduling in blocks of time for our family, friends, exercise, special interests, or special projects instead of just assigning them after the usual daily grind. Doing so will give us a chance to look closely at our


present ratio of work to home and leisure time and help us restore the balance if it has been lost.


UNDER-PROMISE AND OVER-DELIVER


One of the smartest scheduling rules we can apply is to set due dates that are not just meetable but bearable. In other words, its a good idea to somewhat overestimate the time we think a job will take in order to


Ensure on-time delivery even in the face of unforeseen delays and


Surprise and delight our boss, clients, fellow committee members, and family by delivering sooner than anticipated.


BREAK BIG JOBS INTO MANAGEABLE CHUNKS


Time Management Skills help people prioritize work, work more efficiently, and delegate appropriately. Poor Time Management, in turn, may result in stress.


Its all too easy to put off jobs of huge proportions. For example; Maintenance Jobs Change of Pump. Change of Pump is a big task. But if we break this big task into manageable step, setting proper timetable for each step, and chipping away of the project, we can accomplish almost anything and with less stress than trying to do it all at once.


STEP 1 - LIST DOWN JOB ACTIVITY, DURATION AND REMARKS


TASK Date/Duration Remarks


Order of new pump and availability 1 week


Delivery of Pump 1 week Arrival of pump on-site on 4 Sep 00 - Confirm by Shipping Agent.


Manpower mobilization days Schedule to be days before Pump deliver


Dismantle old pump on-site days To be started next day after demobilization of manpower


Install New Pump days Continue just after pump has been dismantled


Inspection 1 day


Test Run 1 day To be done the same day with inspection


Preparation of final report days To be submitted days after pump inspection and test run okay


Demobilization of Manpower days After submission of final report


Pump on Operation As soon as completion of job. To be decided by Operation Department


STEP - PLOT A SCHEDULE MILESTONE CHART


Another example is Appointment with our client/customer. We can just break this big task to manageable step. Like preparing list on what to be discussed, questions, inquiries etc. It prevent us from making another appointment or make an unnecessary call just because we miss something out.





KEEP TRACK OF OUR PROGRESS


Every major project requires its own schedule, timeline, or timetable identifying major steps or milestones on the way to completion. Weve to set realistic target dates (and allowed for possible slippage time), our progress should match our projected dates, we can either alert our boss or client and set a revised completion date or take steps to hasten our progress revised completion date or take steps to hasten our progress and make up the lost time. Note If we can, leave room on our schedule for work-in-progress notes.


One way to keep on track of our schedule is by Daily report, which has to be submitted at the end of each day. The report should include schedule (ahead or behind schedule), Check list, problem and causes and anything that related to our scope of work.


Check list below is part of Daily Report format. It tells us which task/job has been completed or Delayed.


CHECK LIST -CHANGE OF PUMP


TASK COMPLETE Remarks


Delivery of Pump yes On schedule


Manpower mobilization yes On schedule


Dismantle old pump on-site yes One day behind schedule - delay due to unavailability of crane.


Install New Pump yes One day behind schedule


Inspection no


Test Run no


Preparation of final report no


Demobilization of Manpower no


Pump on Operation no


Milestone Chart above shows that proposed/planned schedule and progressive work.


Just by referring to both of the schedule and check list, we can monitor and track our work progress. The milestone chart shows that we are behind schedule. As we refer to the checklist, it is given that the delayed was caused by unavailability of crane on-site. This problem is recorded and analyze and will be improved for the incoming work planning.


DELEGATE WHATEVER WE CAN


When it comes to delegation, it seems there are two kinds of people those who can and those who cant. If we are one the latter and we have all kinds of reasons for doing things ourselves (It takes too long to explain it to someone else, or I end up having to do it all over again anyway), we may be so firmly wedded to the idea of not delegating that its useless to try. However, if it sometimes crosses our mind that were not quite as indispensable as we think, its time to start delegating. Start with the routine, time-consuming jobs we know someone else can do. Recognize that teaching someone else the ropes will take a bit of time, and allow for a reasonable learning curve. The benefits to us, in terms of increased time and decreased stress, will more than repay our efforts.


ESTABLISH PARAMETERS FOR SAYING NO.


We all know people who make their time limits very clear Not my job, they say. Its five oclock and Im outta here. And some of us have reason to envy them. Almost everyone ends up working late or bringing work home once in a while, but if we find ourselves doing it more and more often, it may be time to start saying no-and not only to others but also to yourself. Working longer and longer hours (whether for extra pay or not) upsets the balance between work and leisure that is essential to our health and well-being. Just as serious is the negative effect it can have on our reputation.


Do not except things that cannot fit into our schedule or things that beyond our capability. What is important to us and our limits (resources, time, ability, money). Prioritize on importance and need. Dont be a yes man. Just say NO!


MAKE AND FOLLOW A LIST OF PRIORITIES


We dont have to be a master list-maker to profit from using priority lists. Some people maintain several lists at once a high-priority one of less urgent or moderately important tasks; and a low-priority one of tasks it would be nice to do if and when theres time. Other people simplify the process by making just one list at the end of each day of things to do tomorrow. One chief executive we know says he has a promise to himself to attend to the top three items on his list every day, come what may. Its better to get just those three most important things done each day, he says, than do important things.


Stick on our list of task and its priority level. Dont just easily bypass what we have planned. Be disciplined, patient in doing things, do not rush. Dont try to do everything at once.


GROUP TASK ACCORDING TO THE SKILLS REQUIRED


To get the most out of our time, try to do our hardest jobs-those requiring maximum


concentration and peak efficiency-at those times of the day when our attention and


energy levels are highest. If we can coordinate those times with periods in which we have fewer interruptions than usual, so much the better. Likewise, try to schedule our routine, low-level tasks for times of the day when we find it hard to concentrate. The trick is to pinpoint our hours of peak performance and schedule our work accordingly.


KEEP OUR EYES OPEN FOR SHORTCUTS


Were never too old to learn and incorporate new and better ways of doing things. In fact, the longer youve been doing a job, the more it is to our credit to devise and explore improved techniques and streamlined procedures. Its always tempting to go on doing things the old way, just because its the way youre familiar with. Finding, adapting, and applying efficient new techniques to the responsibilities we carry not only saves our time but cuts down on our overall workload-and makes we look good in the process.


The best way to find new technique is by experience, learn from mistake (lesson learned), brainstorming and of course group discussion and proper training (to be provided by employer).


CONCLUSION


TIME MANAGEMENT is very important for ourselves, organization and even at home and friends. With a proper time management, we can avoid wasting of time, duplicate work, repeating work so many time.


REFERENCE


BOOK TITLE GRIFFIN, MANAGEMENT SIXTH EDITION


DATE COPYRIGHT 1


WRITER RICKY W. GRIFFIN


WEB SITE HTTP//WWW.HMCO.COM/COLLEGE


BOOK TITLE BEAT STRESS WITH STRENGTH


DATE COPYRIGHT 17


WRITER STEFANIE SPERA, Ph.D, SANDRA LANTO, Ph.D


WEB SITE HTTP//WWW.HMCO.COM/COLLEGE


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